Approving an Online Credit Application - Griffith University · 2017-08-16 · Approving an Online Credit ApplicationUser Guide For assistance Academic Credit Transfer Telephone 37353871

Approving an Online Credit Application

User Guide

Version 1

Approving an Online Credit Application User Guide

For assistance Academic Credit Transfer Telephone 37353871 System Help - EIS Assist Telephone 3735 5544

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Last modified on 29/07/2016 Approving credit workbook v1.docx

Contents 1 Online applications for credit transfer ................................................................................................. 3

1.1 Credit precedent database ......................................................................................................... 3 1.2 How does the student apply for credit? ...................................................................................... 4

2 Accessing an online application .......................................................................................................... 5 3 Application summary tab ..................................................................................................................... 6

3.1 Applicant details ......................................................................................................................... 7 3.2 Application program ................................................................................................................... 8 3.3 Study / Experience ..................................................................................................................... 8

3.3.1 Learning summary .................................................................................................................. 9 3.4 Equivalent course ....................................................................................................................... 9 3.5 Learning type ............................................................................................................................ 10 3.6 Application summary ................................................................................................................ 11 3.7 Supporting documentation ....................................................................................................... 11

3.7.1 Viewing attached documents ............................................................................................... 12 3.7.2 Adding additional documents ............................................................................................... 12 3.7.3 Other supporting documentation .......................................................................................... 13

3.8 Griffith study ............................................................................................................................. 13 3.9 Evaluation history ..................................................................................................................... 14

4 Approval tab ...................................................................................................................................... 15 4.1 Recording the decision ............................................................................................................. 17 4.2 Declaration ............................................................................................................................... 18 4.3 Submit decision ........................................................................................................................ 18

5 Search for credit applications ............................................................................................................ 19 5.1 Credit application search .......................................................................................................... 19 5.2 Sorting results .......................................................................................................................... 20 5.3 View application details ............................................................................................................ 20



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1 Online applications for credit transfer A student may apply for credit for prior learning for formal study, non-formal and informal learning and pathways.

Credit type Definition Example

Formal study Takes place through a structured program of learning that leads to an officially accredited qualification.

Study at other universities and higher education institutions Credentialed programs provided by recognised professional bodies, employers and other authorities.

Non-formal learning Takes place through a structured program of learning but does NOT lead to officially accredited qualification.

Learning and teaching activities undertaken in the workplace, voluntary sector or in community-based settings.

Informal learning Gained through work, social, family, hobby or leisure activities and experience.

Not organised or externally structured in terms of objectives, time or learning support.

Pathways Approved with other institutions via an articulation agreement which is an agreement between Griffith University and another institution. Provides specifically approved pathway for progression between a program at the other institution and a Griffith award program.

TAFE Griffith College

For more information, refer to the Credit website. (Refer Figure 1) www.griffith.edu.au/admissions/credit-transfer-articulation

Figure 1 Credit for prior learning and articulation website

1.1 Credit precedent database Students are advised to refer to the Credit Precedent Database (refer Figure 2) to find out what credit decisions have been made in the past. A link to the Credit Precedent Database is available for your reference on the online approval form. The Credit Precedent Database allows for information to be searched on: • Another program at Griffith, that is, transferring between programs s) • Another Australian university or training organisation

http://www.griffith.edu.au/admissions/credit-transfer-articulation



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• TAFE (including partnership institutes) • OUA • Griffith College (formerly QIBT) • An institution in another country • On exchange (Griffith Global Mobility Studies) https://www.griffith.edu.au/admissions/credit-transfer-articulation/credit-precedent-database

Figure 2 Credit precedent database

1.2 How does the student apply for credit? A link for apply will be available from the Credit for prior learning webpage. (Refer Figure 3)

Figure 3 Credit for prior learning webpage

The online credit application will guide the student step-by-step through the application. A range of self-help resources are available from the Credit for prior learning webpage.

https://www.griffith.edu.au/admissions/credit-transfer-articulation/credit-precedent-database

https://www.griffith.edu.au/admissions/credit-transfer-articulation

https://www.griffith.edu.au/admissions/credit-transfer-articulation



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When the student submits the application, it will be reviewed by staff within the Academic Credit Transfer team. When required, the staff will assign the application to nominated course assessor for review. A worklist email will be received twice a day (10am and 1pm) while there are any active items. Only one email which will include all worklist items (eg workflowed human resources, financial and student approvals) will be received.

2 Accessing an online application To access an application, click the link from the worklist email. Alternatively, log into Griffith Portal, choose Worklist and Reports, Worklist. or Choose Worklist from the Key Service list. The applications awaiting approval will be identified as “Credit Application”. (Refer Figure 4.)

Figure 4 Selecting credit application approval from the worklist

Select the required application. The application window will be displayed. (Refer Figure 5.)



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3 Application summary tab The application consists of two tabs. The first tab Application Summary displays information about the applicant and their application. The second tab Approval is where the decision is recorded.

Figure 5 Application summary window for request for credit for prior study.



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# Title Notes 1 Application summary tab Displays information about the applicant and their application. 2 Approval tab Record decision regarding application. 3 Applicant details Applicant name and application ID. 4 Contact details Provides telephone and email address. 5 Application program Identifies the applicant’s current program, including program

code, field of study and expected graduation term. 6 Study / Experience Identifies the type of credit requested (eg credit for prior study

or experience) 7 University credit policy A link to the relevant credit policy. Opens in a new tab. 8 Accreditation Australian or Country Education Body which approves and

quality assures prior institution. 9 Equivalence Equivalence of prior program to Griffith University program

using AQF program levels of study. 10 Equivalent course The course for which credit is sought. 11 Application summary Select View application to view full application – opens in

separate tab. 12 Related supporting

documentation Click the links for the required files to view attached documents.

13 Add attachment Approver may add attachments if required. 14 Other supporting

documentation Click the links for the required files to view additional attached documents.

15 Griffith study View unofficial transcript for applicants who have studied at Griffith University. (The transcript may take a couple of minutes to display)

16 Review / evaluation history Displays log of evaluation history including comments. 17 Save Save any edits.

3.1 Applicant details The top section of the window provides information about the applicant, including their name and id. Choose Contact Details. (Refer Figure 6) The Contact Details window will display the telephone number and email address. (Refer Figure 7)

Figure 6 Choose Contact Details



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Figure 7 Contact details page

Remember

To return to the previous window, use the Return button. Do not use the back button of the browser.

3.2 Application program The program for which the applicant has selected to apply for credit, including program code, field of study and expected graduation term. (Refer Figure 8)

Figure 8 Application program details

3.3 Study / Experience A summary of the previous is summarised. (Refer Figure 9.)

Figure 9 Study / Experience details

A link to the University Credit Policy is available. (Refer Figure 10.)



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Figure 10 Link to the University Credit Policy

3.3.1 Learning summary For applications requesting credit for work experience, a link to view the learning summary is provided. (Refer Figure 11.)

Figure 11 A link to view the learning summary is provided for work experience applications.

3.4 Equivalent course The equivalent course identified by the student is listed. (Refer Figure 12.)

Figure 12 Equivalent course details



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3.5 Learning type Learning type is visible only in work experience applications. (Refer Figure 13.) In the application, the student is required to explain how they have met the learning outcomes (course outcomes for specified credit and program outcomes for unspecified credit) which are identified in the course and/or program profile.

Figure 13 Learning type is visible in work experience applications.

Evaluate how the applicant has met the learning outcomes. Enter a percentage against the criteria of knowledge, skills and application of knowledge and skills against both the learning outcome and the volume of the learning being met. (Refer Figure 14.)

Figure 14 Learning type assessment

Note

The percentages do NOT need to add up to 100%. For more assistance, please refer to the Credit for Prior Learning Policy including Section 7.5 or contact the Manager, Academic Credit Transfer (Telephone: 37353871)



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3.6 Application summary A copy of the application completed by the student is available. Choose (View application). (Refer Figure 15.)

Figure 15 Choose View application to see the complete application.

The application will open in a new tab. (Refer Figure 16.)

Figure 16 The completed application is able to be viewed.

Hint

If the application does not display, pop-up windows may be blocked in the browser. Check the top of the browser to see if an error message displays. Allow pop-up windows for this address and click View application again.

3.7 Supporting documentation Applicants are able to attach supporting documentation. These appear under two headings: Related supporting documentation and Other supporting documentation. (Refer Figure 17.) The documents which specifically relate to the credit application will display under the heading Related Supporting Documentation. Any other documents which the student provides to support their application will be listed under the heading Other Supporting Documentation.



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Figure 17 Related supporting documentation

3.7.1 Viewing attached documents To view the attached documents, click the link for the required file. (Refer Figure 18.)

Figure 18 Select the link to view a document.

3.7.2 Adding additional documents If you wish to add any additional documents, choose (Add attachment). (Refer Figure 19.) Follow the prompts to upload any required documentation.

Figure 19 Add attachment



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3.7.3 Other supporting documentation

Choose (arrow) to expand the list of other supporting documentation. (Refer Figure 20 and Figure 21.)

Figure 20 Other supporting documentation

Figure 21 Other supporting documentation expanded

3.8 Griffith study If the applicant does not need to provide a Griffith academic transcript for any study undertaken at Griffith University.

Figure 22 View the transcript for any Griffith study.

Choose View transcript to view the unofficial academic transcript. (Refer Figure 22) It may take a couple of minutes before the transcript displays. The transcript will display in a new tab.



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Note

If the transcript does not display, pop-up windows may be blocked in the browser. Check the top of the browser to see if an error message displays. Allow pop-up windows for this address and click View transcript again.

3.9 Evaluation history The evaluation history is a log of the timing from when the student submitted the application, through to when it was sent for approval etc. Any internal comments are also visible. (Refer Figure 23)

Figure 23 Evaluation history

Choose Audit to view more detail in the evaluation history. (Refer )

Figure 24 Select audit to view more detail.



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4 Approval tab The decision regarding the application is recorded on the approval page. (Refer Figure 25.)

Figure 25 Approval tab



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# Title Notes 1 Approval tab Record decision regarding application. 2 Equivalent GU course If course selected by student is not appropriate, enter

recommended course. 3 Approval step Identifies the current approval step. 4 Approver The approver’s name. 5 Approval decision Select required decision from drop-down list. A brief explanation

will display for each decision. Additional fields will appear for some decisions (eg Not approved).

6 Internal comments Mandatory for some decisions (eg Approved with conditions) Not visible to applicant.

7 Advice to applicant This information will be included by Admission Office when communicating with the applicant.

8 Declaration Declaration statement will display when approved decision is displayed.

9 University policy Link to the University policy on Conflict of Interest and Personal Relationships in the Workplace

10 Conflict of Interest Disclosure Statement

Conflict of Interest Disclosure Statement must be completed when a conflict of interest has been identified.

11 Save Save any edits. 12 Submit decision Save your decision and return to the worklist.

Choose the Approval tab. The top of the page repeats the information about the student and the credit application. After reviewing the information on the first tab, the approver will now record their decision. (Refer Figure 26)

Figure 26 The decision is recorded in the Approval section.



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4.1 Recording the decision Select your decision from the Decision drop-down list. (Refer Figure 27.)

Figure 27 Select the decision from the drop-down list.

When you select each option, a brief explanation will be displayed. (Refer Figure 28)

Figure 28 A brief explanation displays for each decision status.

Decision Explanation

Approved Approved means that the applicant will be granted credit for the requested course.

Not approved The applicant will not receive credit for the requested course. Internal comments is mandatory.

Pushback Pushback will return the application to the Credit Transfer Office. Internal comments is mandatory to explain why the application is being pushed back.

Put in hold Selecting Put on Hold will allow the application to remain in the worklist. Enter an internal comment to advise why the application is placed on hold.

Note

Advice to applicant field provides the approver the option for providing advice to the student in relation to their application. This information is then included by the Academic Credit Transfer Office when communicating with the applicant.



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4.2 Declaration The declaration statement allows the approver the opportunity to identify if there is a conflict of interest. A link to the Policy Library is provided. (Refer Figure 29.) If you identify that there is a conflict of interest and you still wish to submit a decision, a Conflict of Interest Disclosure Statement must be completed and forwarded to the Head of Element. A link to the Conflict of Interest Disclosure Statement is provided. If you choose to not submit a decision, select the option “Push Back” to return the application to the Applications Office.

Figure 29 Declaraiton statement

4.3 Submit decision Once you are satisfied with your decision, select (Submit decision). Your decision will be saved and submitted and you will be returned to the worklist. (Refer Figure 30.)

Figure 30 Submit decision



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5 Search for credit applications When a student applies online for credit transfer, the application will be reviewed by staff within the Credit Transfer Office. As the approver, you will receive a worklist item to advise when an application requires your action. There may be times, however, when you wish to search for an application. You may wish to search to view existing applications or to view a previous approval decision.

5.1 Credit application search A credit application search is available for academic approvers. To search, log into Griffith Portal and choose Learning and Teaching, Managing courses, Credit for prior learning. (Refer Figure 31)

Figure 31 Choose Admission Search from the Griffith Portal

The Credit for prior learning webpage will be displayed. Select the link for Credit application search. The Credit Search window will be displayed. (Refer Figure 32)

Figure 32 Credit search window

Enter the required search term.

Note

One search term must be entered.

Choose (Search).



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The search will return results that match your search criteria. (Refer Figure 33)

Figure 33 Completed search

Hint

If you are uncertain what Program Code, Academic Organisation and Admit term to

use, choose (Search) and select from the displayed list.

5.2 Sorting results The results may be sorted by clicking the column headings.

5.3 View application details To view more detail, click the link under the heading Assessment status. (Refer Figure 65)

Figure 34 Select the link for the application to view more detail.

The Credit application will be displayed. (Refer Figure 35)



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Figure 35 Credit application

Note

After opening an application which is assigned to you, you can enter and submit a decision.

Documents

Approving an Online Credit Application - Griffith University · 2017-08-16 · Approving an Online Credit ApplicationUser Guide For assistance Academic Credit Transfer Telephone 37353871